SharePoint has been introduced into the LSE as a tool for collaborative working on files and
documents relating to current projects. SharePoint also has some other useful tools such as a
calendar, which can help you plan and work on projects together. SharePoint is not a file storage
system.
Your SharePoint team or department site will be known as the primary site collection or top-level
site. This is because it is possible to create more sites within it for specific and limited teamwork.
These extra sites are known as subsites.
Your site will be based on a team site type chosen to most closely reflect your teams requirements.
The team site type will have a ready-made layout for libraries and additional resources such as
calendars and tasks. The site can then be modified to suit your team requirements. The layout below
is a standard layout for a SharePoint team site (this is an example not the LSE SharePoint site)
Because SharePoint operates in Office 365, there will be an Office 365 login screen that you will
require your credentials. Follow the instructions below:
Type your full email address and your usual network password; there is no need to type LSE\
You will be directed to SharePoint immediately. If this does not happen, click Sign In
On most occasions it will not be necessary to type your password. As soon as you click into the
password field, Office 365 will direct you to your team SharePoint site.
Because you are working through your browser to access SharePoint, you may on occasion need to
complete the Office 365 login screen again once you are in SharePoint. This will normally happen
when you want to use one of the Office integration tools. This happens because your browser will not
always recognise the redirection as a trusted area. To overcome this, just tick the box on the pop-up
screen that says Keep me signed in.
If you need more help with logging in, please click on this link
http://www.lse.ac.uk/intranet/LSEServices/IMT/facilities/sharepoint/home.aspx
1. Click the drop-down arrow , which is to the right of your user name at the top right hand
corner of the SharePoint team site window
2. Click Sign out
3. Close your browser
When you get your new SharePoint site, most of the features you need to use will already be there.
As you will see from the left navigation menu, you have:
Announcements
Calendar
Contacts
Document Libraries Department Documents & Head of Department
Tasks
Site Contents
These items are ready to use. To see what these look like, just select the quick link from the left
navigation menu. For instance, when you click Calendar the home page will be replaced by the
calendar. You will learn more about these features later.
The tiles are shortcuts to various items you can set-up in SharePoint. The shortcut you are most likely
to use is the Add lists, libraries and other apps. The Site Owner will set-up the site sharing.
1. Select the area you wish to work in from the left navigation menu. In this example a
Document Library
2. In the ribbon at the top of the screen, click on the FILES tab
3. In the New group, click on New Folder
Please note: The Ribbon tabs will change depending on what you have selected in SharePoint. In the
example below, from the left navigation menu, Calendar is clicked on and the Ribbon tabs now show
EVENTS and CALENDAR.
You will see the Ellipse to the right of any folder or file/document on a SharePoint page. This
produces a pop-up menu of information.
The listed content of the library or folder will condense to show only the results as shown
below:
You will be assigned to either the Reviewer Group or the Members Group. The permissions set on
each group will determine what you can do within SharePoint. The default permissions on the groups
are set so that Members can create and edit content on the site such as documents, libraries and
folders. The Reviewer group can only read the content of areas they are assigned to.
In the example below, the Site Owner has full control of everything on the site. The Reviewer group
can only read the content of the Department documents library while the Members group can edit
the content within it. The department heads Member group can create and edit content of the Head
of Department library.
When you edit a document in SharePoint, the changes will be stored in SharePoint. There will be a
record of who made the changes and when the changes were made. In most cases a new version of
the document will be automatically created when a change is made, making it possible to step back
to previous versions if necessary.
The image below shows how permissions flow down from the team/department site to all the
content below it unless uniquely changed for a library or subsite.
Department Documents
This library is designed to be used for your general business needs and document collaboration. You
can create folders within this library to help organise your work.
Head of Department
This library has been created for you to use when it is necessary to restrict use of the content. For
instance, the Head of Department may have documents that only a restricted number of users would
need to have access to. By default, the permissions on this library will be inherited from the site and
will not have any restrictions. If this is needed, your Site Owner can break the inheritance and set-up
unique users for the library.
Because you have these libraries there is generally no need to create additional libraries. You can
start uploading your documents straight away. Go to the Upload documents or Create new
documents section of this manual or click the following links: Upload a document into SharePoint or
Create a new document in SharePoint using Office online
If you need to create additional libraries or folders, the following pages will show you how.
You will now see your new library in the left hand side navigation menu.
Please note: When you delete a library, you will also be deleting all the documents within it.
Folders can help to organise documents in a library and will help the team to find the documents
they need to work on. Remember that the folder you create will inherit the permissions from its
library. If you need changes to the permissions (who can see and edit the documents within the
folder), please speak to your Site Owner.
To create a folder:
1. Open the library where you want to create a folder
2. Click the FILES tab
3. In the New group, click New Folder
You will now see your new folder listed in the Library.
To delete a folder:
1. Open the library containing the folder
2. Tick against the folder you want to delete
3. Click the FILES tab
4. In the Manage group, click Delete Document
5. Click OK
3. Click Browse
4. Select the file or document to upload from Windows Explorer
5. Click Open
6. Click OK
5. Click the Shared with link from the Share dialogue box
You will now be able to scroll through the list of users and groups or users who can see the
contents of the selected folder.
2. Click RECYCLE BIN located at the top right hand corner of the page
3. Tick next to the document you wish to restore to its original position in SharePoint
10. Click your Site Name from the Address Bar at the top of Windows Explorer
The documents from the original folder are now transferred to the new destination folder. You can
now delete the original documents. See the section on Removing a Document in this manual.
To work collaboratively on a file on documents in SharePoint, you will either create a new document
in SharePoint or open an existing file or document. The following steps will guide you through this
process.
A new word document will open in Office Online. Create your document using the usual Word
functionality.
4. Once you have reviewed the content, close the document by returning to your team site.
Your document will now open using Word from your PC or laptop. All changes are saved
back to SharePoint when you save the document.
If other users are editing the document at the same time, you will see the other users
listed in the Status bar at the bottom of the screen. Hover the mouse over the button to
see the user details.
When you first open a document, which is being edited by someone else, and those
changes havent been saved, the areas the other user has been working on will be
marked with their name in front of it. See below:
4. Make your changes and save your document in the usual way. The changes will
automatically save to SharePoint and be merged with any changes made by your
colleagues.
5. Close your document. When you return to SharePoint you will see the older online version
still showing.
6. Click on your Site Name in the title bar to navigate away from the document
Word online will open again in edit mode and you can make your changes.
Please note: The layout you work with in edit mode is not true to your original document
layout, so it may appear that your text no longer fits to the page or your tables have
changed. Ignore what you see and concentrate on making your text changes. The layout will
be restored when you view your document again after editing.
If someone else also has the document open, you will see a tag in the document where the
other user is working. There will be different colours for different workers. If you hover the
mouse over the tag, the name of the user will be displayed.
4. Click on your Site Name in the title bar to close the document. This will save your changes
automatically.
The difference between Checking a document In or Out of SharePoint and simply opening the
document and making changes, is that the Checked Out document is removed from use by any other
user. This will allow you to work on the document in isolation until you have finished your changes.
Other users will see it is checked out to you and can view the document but cannot make changes to
it. When you have finished, you can Check In the document back to SharePoint for other uses to
work on it.
The document is now reserved to you for editing. There is a green tag in front of the
document name, which indicates that the document is checked out. Hover over the tag to see
who has checked it out.
6. Click OK. The green tag is now removed from the document name
To set an alert:
1. Click in front of the chosen document to select it
2. Click the FILES tab
3. In the Share & Track group, click Alert Me
4. Click Set alert on this document
To remove an alert:
1. Click the FILES tab
2. In the Share & Track group, click Alert Me
3. Click Manage My Alerts. You will see all your alerts listed
You can now see all the previous versions of the document.
1. Click the link on the version you wish to review. This will open in word on your PC and you
can review the document.
2. Click Compare for more detail. The document will display the changes.
1. In the Version History window, select the to the right of the version you want to restore
2. Click Restore. You will be warned that you are about to replace the current document version.
3. Click OK
To share a document:
1. Click in front of the document you wish to share
2. Click the FILES tab
3. In the Share & Track group, click Share
Primary Site Owner - responsible for the primary team site and accountable for the entire
site including all subsites.
Subsite Owner - responsible for the subsite they have created.
As a member of a SharePoint team site you may become a member of a subsite at some point. You
can use the subsite in that same way as your primary site. The following will help you to navigate to
the subsite.
To navigate to a subsite:
1. In the left navigation menu of your primary site, click Site Contents
2. Scroll to the bottom of the page
3. Click on your Subsite Name link
To create an event:
1. In the left navigation menu, click Calendar
2. Click the EVENTS tab
3. In the New group, click New Event
To create a contact:
To delete a contact:
This will immediately create an Excel workbook and you will choose whether to open it
now or save. Once you open the Excel workbook, you will see your contacts presented in
easy to organise columns with filters ready for you to use.
To create a task:
1. In the left navigation menu, click Tasks
2. Click + new task
3. Complete the task form. The Assigned To field is good to show who is responsible for a
particular task.
4. Click Save
You will then see your new task listed below its predecessor tasks.
6. Click Save
You will now see your new announcement at the top of the announcement list.
Copyright
Freedom of Information
Data Protection/Privacy
Records Management
Data Security
Information Security
Copyright
LSE is at risk of copyright infringement if you use a service such as SharePoint to make copyright
materials available this is particularly important if you are sharing the files with people external to
LSE or with students.
If you are unsure whether your files are copyright material then seek advice before you share the
files
Help and advice is available from the Learning Technology and Innovation. If you require further
information, please contact the Copyright and Digital Literacy Advisor - Jane Secker;
j.secker@lse.ac.uk; Tel: 020 7955 6530
Freedom of Information
The School is required, as a public authority, to respond to written requests for information within 20
working days.
A response can consist of: the information requested; or reasons as to why the information is
exempt; or a refusal on the basis of cost, repeated request or vexatiousness.
Handle normal enquiries as required by your department/division, but any requests you would not
normally handle or would like to exempt the information should be forwarded to the Information
Rights team.
Click here for more information on Freedom of Information and your legal obligations as a member
of staff or student of the LSE.
Personal data must be processed fairly, lawfully, relevantly, accurately, no longer than necessary, in
accordance with the individuals rights, securely and not transferred outside the EEA.
Individuals can request copies of information that the School holds on them or to have incorrect
information corrected or removed.
Click here for more information on Data Protection and your legal obligations as a member
of staff or student of the LSE.
Records management
Any information you create or keep in the course of your work that shows what actions or decisions
are taken could be considered a record. A record can be in paper or electronic format.
Records may be needed at any time for legal purposes or to provide information on request (FoI).
They should be managed so the right record can be provided to the right person at the right time.
Managing records means ensuring you create the records you need, maintain these while they are
being used, then dispose of them either through secure destruction at the end of their retention or
deposit in the Schools Archives.
Further information on Freedom of Information, Data Protection and Records Management can be
obtained from the Legal & Compliance Division, or enquiries can be made directly to: Rachael
Maguire, r.e.maguire@lse.ac.uk, ext. 4622, or Dan Bennett, d.bennett@lse.ac.uk, ext. 6481.
Data security
1. Classify your data
Use LSEs Information Classification Standard
- How confidential is your data?
- Is personally identifiable data involved?
Think about the risks if the data were to leak out and make sure the team are aware of:
- Reputational damage
- ICO fine
- Contracts rescinded
Please send feedback or suggestions for updates to the following email address
IT.Training@lse.ac.uk